Executive Assistant to the Executive DirectorThe Garvan Institute of Medical Research brings together world leading researchers and clinicians, collaborating locally and globally, to improve human health. Our mission is to harness all the information encoded in our genome to better diagnose, treat, predict and prevent disease. From the individual patient with rare disease, to the many thousands affected by complex, widespread illness, we are pioneering discoveries across diseases that have the deepest impact on our community.THE OPPORTUNITYWe have a 6 month parental leave cover available for an exceptional Executive Assistant (EA)! You will be responsible for providing professional administrative support to the Executive Director (ED) and Chief Operating Officer (COO) and ensures the smooth operations of the Executive Office and provides excellent service to the Institute. This role will require you to be on site 5 days a week.Salary: Up to $110,000 + 11.5% super + salary packagingEmployment Type: 6 month term contract with possibility to extend.SNAPSHOT OF BENEFITSGenerous salary packaging to save you income tax on your wages thereby boosting your monthly take home pay (max. $15,900 general expenses + $2,650 meals/accom)Ample opportunities for on-going training and developmentStimulating, diverse and highly international research environmentFlexible work arrangements e.g. start / finish timesA range of additional leave types to meet your personal needs including cultural leave, conference leave, community service and study leaveDiscounted Health InsuranceLifestyle discounts with our community partnersWHAT YOU WILL DOExecutive SupportExecutive level administrative support including management of a busy diary and schedule for the ED and COO.Proactively manage correspondence for the ED via phone calls and emails. This includes oversight and record keeping of correspondence, proposals, notes, agreements, presentations, etc.Secretarial support for Garvan Leadership Team (and other Garvan committees/forums)Provide secretarial support for Garvan Leadership Team (GLT) meetings, and other committees chaired by the ED, including scheduling, documenting, sharing agendas, minutes, and actions.Provide secretarial support for the Senior Professional Leaders Forum, and other committees chaired by the COO as delegated, including scheduling, documenting, sharing agendas, minutes and actions.Executive Office AdministrationProactively work to ensure the smooth functioning of the Executive Office, e.g.:Greeting visitors, setting up meeting rooms, arranging catering as requiredMaintaining stationery and office equipment (consumables, fault reporting etc.)Liaising with the Foundation for eventsAdminister Workday processes, where delegated authority is provided, such as managing approvals; submitting job requisitions, change jobs and separations as well as generating and processing invoices, expenses and reimbursements; reconciling monthly credit card charges and raising purchase requisitions.Provide secretariat support for Garvan's Annual Faculty Review Process and Scientific Advisory Board.ABOUT YOUExperience across a range of executive support, office administration and secretarial tasksAdministration experience in a research or academic environment or knowledge of scientific terminology highly desirableWell-developed verbal and written communication skills, as well as demonstrated interpersonal and relationship building skillsDemonstrated problem-solving skills and the ability to work autonomously as well as within a close team environmentHigh level of integrity and ability to maintain confidentialityExcellent time management skills with ability to multitask and prioritise tasksAdvanced computer skills, with fluency in a variety of software packages including Word, Excel and PowerPoint, Dropbox, Google DriveFamiliarity with budget administration, credit card reconciliations, purchasing and reimbursement managementWillingness to be flexible, learn and adopt systems with a view to creating efficiency or cost savingABOUT GARVANGarvan Institute of Medical Research is an independent Medical Research Institute (MRI) in Sydney, delivering scientific and clinical impact on a global basis and in partnership with organisations that share our vision. We are proud to be one of Australia's largest and most highly regarded MRI's.Our vision is global leadership in discoveries to impact and our enduring purpose is to impact human health, by harnessing information encoded in our genome.We seek to see our world-class discovery research achieve life-changing impacts, not only for individual patients with rare diseases, but for the many thousands affected by complex, common disease.Garvan promotes a diverse workplace and is committed to the principles of equity, diversity, inclusion and belonging. We are always looking for culture 'add', not culture 'fit' and are building diverse teams with great sets of complementary styles and skills to help deliver our important work effectively.HOW TO APPLYTo apply for this position, please submit your application with a CV and cover letter as one document, stating why you are interested in this role. If you think you're the right person for this role, we'd love to hear how your capabilities, achievements and experience set you apart. Only applicants with full working rights in Australia are eligible to apply for this role.
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